Privacy statement of the valtiolle.fi recruitment system

Valtiolle.fi recruitment system personal register

Digital and Population Data Services Agency

Lintulahdenkuja 2, 00530 Helsinki

PL 123, 00531 Helsinki

Telephone (switchboard) 02 9553 6000, email kirjaamo(a)dvv.fi

Contact person in register-related matters

Aino Heikkinen, Human Resources Director

Telephone (switchboard) 02 9553 6000, email kirjaamo(a)dvv.fi

Telephone (switchboard) 02 9553 6000, [email protected]

Processing of applications submitted by the applicant in the recruitment processes of the Digital and Population Data Services Agency and the management of the access rights of the applicant and the person conduct-ing the recruitment.

The personal data contained in the recruitment system is processed on the basis of Article 6 of the EU’s Gen-eral Data Protection Regulation. The processing of the applicant’s personal data is based on the data subject’s consent.

Applications submitted in individual recruitment processes are deleted from the system six months after the process in question has ended. Open applications are deleted from the system six months after they were last saved. The applicant’s personal data is deleted after it has remained unused for one year. The applicant is notified of this before the data is deleted.

Date related to applications:

• identifying applicant data (name, address, telephone number, gender, other po-tential contact details)
• the personal information presented in the application, such as information on training and work experience
• and other information submitted in support of the application, such as personal files/CV, school and study reports, letters of reference, contact persons indicated by the applicant for referrals, and
• other necessary information related to job applications and fulfilling posts.

Data related to the applicant’s access rights:

• forename
• surname
• gender
• date of birth
• address
• postcode
• city
• country
• province
• municipality
• telephone number
• mobile phone
• e-mail.

With a special consent of the applicant, information necessary for job applications may be acquired from other sources of information and stored in the Valtiolle.fi system.

Information can be disclosed only within the limits of what is obligated and permitted in the legislation cur-rently in force or with the controller’s permission. The application documents are public documents referred to in the Act on the Openness of Government Activities (621/1999) and access to them is given on request. Public documents are disclosed according to the conditions set out in sections 13 and 16 of the Act.

Acces to secret information is given and the information is disclosed only

1. with the permission of the person concerned
2.  to the person concerned or
3. under a right based on the Act.

No personal data is transferred outside the EU or the EEA.

The data in the register has been protected from inappropriate viewing, modification and destruction. The protection is based on user authorisation management, the technical protection of databases and servers, the phys-ical protection of facilities, access control, the protection of data communication and the backup of data. The right to access and process data is granted based on tasks. Access to the system is based on personal usernames. Administrative controls are used to monitor the appropriateness of the operations.

No automated decision-making or profiling is performed on the basis of the data.

Right of inspection

You have the right to request that the controller provides you with access to the data on you, so that you can check the information that is kept on you. The request must be submitted in writing to Digital and Population Data Services Agency’s registry office. Be prepared to prove your identity.

You will receive the information you need within a month of the time your request was registered. However, for justified reasons the Digital and Population Data Services Agency can extend the aforementioned one-month timeline by two months at the most. In this case you will receive a notification.

Right to demand data correction

You have the right to ask for your personal data to be corrected. Submit a written request to the contact per-son of the register (section Controller and contact persons). In the request for correction, mention the data that should be rectified and the details of the change or the information that should be added to the register. Your identity will be verified in connection with the request.

Right to have data deleted or to restrict the processing of data

You have the right to request the deletion of your personal data or the restriction of its processing. Submit a written request to the contact person of the register (section Controller and contact persons). In the request, you must provide a detailed account of the data that is subject to your request. Your identity will be verified in connection with the request.

Limitations to the rights of the data subject with regard to the processing of personal data

You do not have the right to ask for the data to be transferred from one system to another because the right applies only to automated processing of personal data. You also do not have the right to object to the processing of personal data because the processing is based on the permission you have given.

The data subject has the right to lodge a complaint to the supervisory authority on the processing of their personal data.

Additional information by the Office of the Data Protection Ombudsman.